Executive Assistant & Administrator – Luxury Beauty Brand

LUXURY CAREERS PTE. LTD.

Manage calendars, expense claims, travel arrangements, and schedules for the Senior Vice President and executive management as required.
Coordinate and prepare for internal and external meetings, including agenda planning and the compilation of presentation materials.
Review and summarise reports and documents, and prepare background materials and correspondence when necessary.
Serve as the key point of contact between executives, employees, clients, and external stakeholders.

Ensure timely and accurate communication and information flow across the team.
Provide full-spectrum administrative support to Leaders and their respective teams.
Manage mail and courier services.
Coordinate onboarding activities for new hires, including access passes, IT equipment, and system requests.
Manage new vendor onboarding and purchase order (PO) creation processes for the department.
Undertake ad-hoc duties and special projects as assigned from time to time.

Plan and coordinate events, workshops, team-building activities, and other engagement initiatives.

Support strategic initiatives and change management activities within the assigned business group.
Identify opportunities to improve processes and enhance team efficiency.
Prioritise and manage multiple projects and tasks simultaneously.

Diploma in any field of study.
Minimum 5–8 years of experience providing executive support to senior leadership.
Proven expertise in complex calendar management and coordinating executive meetings and schedules.
Proficient in Microsoft Office applications, including supporting the preparation of professional presentations and management materials.
Hands-on experience in coordinating travel arrangements and itineraries for senior management.
Demonstrated ability to develop, streamline, and enhance administrative processes and workflows.
Able to work effectively in a fast-paced environment at regional level, managing multiple priorities while remaining flexible, proactive, resourceful, and highly efficient.
Possesses a high level of professionalism, discretion, and the ability to handle confidential information with integrity.
Proficiency in Japanese is an added advantage for effective collaboration with Japanese-speaking stakeholders.

If you're interested in applying for this role, please submit your detailed resume in MS Word format to ***email_hidden***.

EA Personnel: R24124899

EA Licence: 22C1376